Profiles

1. Creating a new profile

A profile is one person you support — a family member, client, or student. New profiles are created on the website by Managers and Billing users only. Staff and Guests cannot create profiles. Before you start — profile limits How many active profiles you can have depends on your plan: - Family or Family +MAR — up to 3 active profiles. - Provider plans (School, Therapeutic, Residential) — your limit is the number of seats on your subscription (minimum 3). Archived profiles don't count toward your limit — only active profiles do. If you're at your limit, you'll see a prompt when you try to add another profile. The Billing user can add seats in-app (provider plans) or change the plan through the Stripe billing portal. Creating a profile (one at a time) 1. Sign in at app.behca.com (US) or au.behca.com (Australia). 2. Open the gear icon menu (top-right) and choose Manage Profiles. 3. Click Add New Profile. There is no Save button for creating the profile itself. BEHCA creates a new profile with empty values and sends you straight to that profile's Personal Details tab so you can fill things in. Required fields On the Personal Details tab, you'll need: - First name - Last name - Birth date - Group assignments — on provider plans, assign the profile to at least one Group so the right team members can access them. (Family plans use Guests instead of Staff/Groups — see Sharing a profile.) Fields save automatically as you change them — there's no separate Save step on this page. Also set Current location when you can — it sets the profile's timezone and enables weather tracking for daily entries. On plans with Scheduling or EVV, open Billing Details on the same profile when you are ready to assign service codes, Client ID, and monthly hour limits. See Profile Billing Details and authorized hours. Bulk import (CSV) You can add many profiles at once from Manage Profiles: 1. Open the gear icon → Manage Profiles. 2. Select Import in the list toolbar. 3. Download the sample CSV template, fill it in, and upload the spreadsheet. This is available on plans that include profile import (provider plans with the import feature). The upload must stay within your remaining profile limit. Bulk import is not under Organization Settings. Reading the Manage Profiles list After profiles exist, Manage Profiles shows a table of status columns — Shared, Entries (14d), and (when your plan includes them) Groups, MAR, Req Docs, and Self-reporting. If Messages is enabled for your organization, the Self-reporting column also shows whether that person can use chat. See Sharing a profile for what each column means. After creating a profile Common next steps: - Finish Personal Details (location, gender, ethnicity, photo, color). - Share the profile with the right Groups or Guests. - Turn on features on the other profile tabs (MAR, incident reports, etc.) as needed. - Make a first daily entry — see Daily tracking overview. BEHCA remembers the last profile you worked with and opens to that one next time you sign in or switch back to daily tracking. Common questions - Can a Staff member create a profile? — No. Only Managers and Billing users can add profiles. - Do I need a photo right away? — No. Photos are optional but help in the profile switcher. - Why can't I find my city in the location field? — Enter city, state/province, and country. The nearest larger city works if your exact town isn't listed. - Can I copy a profile from another organization? — No. Profiles belong to one organization. Invite people from another org as Guests if they need access. Related articles - Editing profile details - Sharing a profile - Upgrading or downgrading your plan

2. Editing profile details

To change a profile's name, birth date, location, or other details, select that person in the profile switcher, then open Profile in the top menu — it's a dropdown. Start with Personal Details. There is no separate Edit button. Most fields save as soon as you change them. Who can edit - Managers and Billing users — can edit any profile in the organization. - Staff — only if Edit Profile is turned on for them (set per person when the profile is shared or via their team permissions). - Guests — only if Edit Profile is turned on for that guest on that profile. If fields are greyed out or the page looks disabled, you don't have Edit Profile permission. Ask your Manager. Where to edit (web) 1. Select the person in the profile switcher. 2. Open Profile in the top menu (dropdown) and choose Personal Details, or another item in that list. 3. Or go gear → Manage Profiles and click the person's name — that opens Personal Details directly. The left sidebar has the same tabs as the Profile dropdown: | Tab | What you configure | | --- | --- | | Personal Details | Name, birth date, gender, ethnicity, location, group assignments, photo, color | | Tracking Templates | Which behavior/environment/health categories this profile uses | | Self-Reporting | Whether the profile can log their own data | | Supporting Documentation | BSP, IEP, and similar documents | | Medical / Health History | Health background | | MAR Configuration | Medication tracking toggles | | Incident Report Templates | IR setup for this profile | | Billing Details | Service codes, Client ID, monthly hour and mileage limits (Scheduling and/or EVV) | There is no Save button on Personal Details — changes apply as you make them. This article focuses on Personal Details. For Billing Details (service codes, Client ID, authorized hours), see Profile Billing Details and authorized hours. Photo and color are covered in Profile photo and color. What you can change on Personal Details - First name, Last name - Birth date - Gender — multiple options (Male, Female, Nonbinary, Gender fluid, and others); there are no pronoun fields - Ethnicity — used on incident reports where applicable - Track Menstruation toggle - Current location — updates timezone and weather; existing entry timestamps are not rewritten - Group assignments — provider plans only Photo and color are on the same Personal Details tab — see Profile photo and color. Editing on mobile The mobile app does not support editing profile details except adding or changing the profile photo. Use the website for name, location, groups, and other settings. Bulk import (CSV) To add many new profiles at once (not to edit existing ones), use Manage Profiles → Import — download the sample CSV template, fill it in, and upload. See Creating a profile. Common questions - I changed the timezone, but old entries still show the old times. — Correct. Only new entries use the updated location/timezone. - Can I rename a profile? — Yes — update first and last name on Personal Details. - Where are MAR or EVV toggles? — On MAR Configuration, Billing Details, and related tabs — not on Personal Details. Related articles - Profile photo and color - Profile Billing Details and authorized hours - Creating a new profile - Sharing a profile

3. Profile photo and color

Photos and colors help you spot which profile is selected in the profile switcher. They are not used to color-code charts, notifications, or daily entries. Profile photo Photos are optional. Adding or replacing a photo (web) 1. Open the profile and go to the Personal Details tab. 2. Under the avatar, click Upload. 3. Choose a .jpg or .png file from your device (max 4 MB). 4. The photo uploads automatically — no Save button. To adjust cropping on an existing photo, click Edit (next to Upload), crop as needed, then confirm in the crop tool. Removing a photo There is no remove-photo option. Upload a different image to replace it, or leave the default initials avatar. Where the photo appears The photo shows in the profile switcher and anywhere BEHCA displays which profile you're working on. It is visible to everyone who has access to that profile. Mobile You can add or change the profile photo in the mobile app. Other profile fields still need the website. Profile color Each profile has a color for the switcher avatar border/background so you can tell profiles apart at a glance. Changing the color (web) 1. Open the profile → Personal Details tab. 2. In Select a color for this profile, click one of the color dots, or use choose a custom color to open the color picker. 3. The choice saves automatically. Color is only for identifying the profile in the switcher — it does not affect charts, notifications, or entry lists. Common questions - My photo looks blurry. — Try a higher-resolution image before cropping. - Can two profiles use the same photo? — Yes, but it makes them harder to tell apart in the switcher. - Photos aren't loading. — Refresh the page. If it persists, contact Support. Related articles - Editing profile details - Creating a new profile

4. Sharing a profile

Sharing a profile means deciding who else can see and work with that person. BEHCA uses two patterns depending on your plan and team structure. Two ways to share Through a Group (provider plans) Add the profile to a Group, and add Staff or Managers to that same Group. Everyone in the Group sees every profile in it. This is the usual setup for agencies and schools. See Working with Groups. Directly as a Guest Invite someone as a Guest and give them access to specific profile(s). This suits family plans (where teams are often guests only), outside professionals, or parents who only need one or two profiles. See Inviting a guest. Family plans and small teams On Family and Family +MAR, you typically share with Guests only — not Staff or Manager roles. Add guests from the profile or team area and choose which profiles they can see. Seeing who has access On Manage Profiles (gear icon menu), the Shared column is the count of people who can work with that profile. Click the number to see their names, roles, and titles. Manage Profiles columns On Manage Profiles (page title Profile Management), each row can show: | Column | What it means | |--------|----------------| | Name | Profile avatar and name — click to open that person’s details | | Groups | Group memberships (provider / Premium plans). Edit here to change which Groups include the profile | | Shared | How many people have access (staff via Groups, guests, and Managers/Billing). Click the number to see names, roles, and titles | | Entries (14d) | How many tracking entries were logged for this profile in the last 14 days | | MAR | Green when MAR tracking is enabled for the profile; grey when it isn't. The number is how many medications are configured (plans with MAR only) | | Req Docs | Green when the profile has Required Documents; grey when it doesn't. The number is how many are configured (Residential plans) | | Self-reporting | Green smile icon when self-reporting is enabled; grey when it isn't. If your organization has Messages, a comments icon appears next to it — green when Send/Receive Messages is enabled for that self-reporter | | Created | When the profile was created | | Archive / Restore / Delete | Archive on the active list. Restore or Delete on Archived Profiles. Managers and Billing users | You may not see every column — Groups, MAR, Req Docs, and Self-reporting depend on your plan and features. Guest permissions on a profile When a guest has access, a Manager can set toggles per guest, including Edit Profile, Track Data, Track MAR, and Track IRs. Defaults vary — there is no one "usual" setting for all guests. Removing access - Staff — remove the person from the Group, or remove the profile from the Group. - Guest — open the guest's settings and remove this profile from their list. Archived profiles Archived profiles are not visible to Staff or Guests until a Manager or Billing user restores them from Manage Profiles → Archived Profiles. While archived, the profile is out of the switcher and out of normal workflows. Common questions - Will the person be notified when I share with them? — Not automatically. Tell them to refresh or sign in if they need a heads-up. - Can I share with someone in another organization? — Invite them as a Guest with their email. They keep their own login; your org adds them as a guest here. - Can I give read-only access? — Yes. Turn off Track Data, Edit Profile, and other toggles for that person. Related articles - Working with Groups - Inviting a guest - Archiving and restoring profiles

5. Archiving and restoring profiles

When someone you support leaves your service — they move programs, finish therapy, or you no longer track them — archive their profile. Archiving takes them out of day-to-day use without deleting their history. Prefer archive. You can restore an archived profile. Delete removes it from your account. What archiving does - The profile disappears from active lists and the profile switcher for Staff and Guests. - You cannot switch to that profile to view daily data, audit logs, incident reports, or other in-app views tied to an active profile. - No new entries can be added while archived. - Historical data stays in the database. Managers and Billing users can open Archived Profiles to review or restore. For most team members, an archived person simply isn't there until restored. Archiving a profile 1. Sign in as a Manager or Billing user. 2. Open the gear icon menu → Manage Profiles. 3. Find the profile in the list and click ARCHIVE on that row. 4. Confirm. The profile moves to Manage Profiles → Archived Profiles. Restoring a profile 1. Go to Manage Profiles → Archived Profiles. 2. Find the profile and click RESTORE. The profile returns to the active list and switcher. Check Groups and guest access afterward if anything looks missing. You must restore a profile before you can track, report, or share it again. Profile limits and archiving Archived profiles do not count toward your plan's active profile limit — on any plan type, not just Family. If you're at your seat or profile cap, archiving one active profile frees a slot so you can add or restore another (as long as you're still within billing rules when restoring). Deleting a profile Archive first. Then on Archived Profiles, a Manager or Billing user can click Delete and confirm. That removes the profile from your account. Use Delete when you no longer need the profile. Use Archive when you might need the history later. Common questions - Will my Staff still see archived profiles? — No. Only Managers and Billing users see the Archived Profiles tab. - Can I run reports on an archived profile? — Not through the normal switcher workflow while archived. Restore the profile first if you need active access to Analyze or daily views. - Can I export data before archiving? — Yes — run PDF or spreadsheet exports while the profile is still active. See Exporting PDF reports and Spreadsheet exports. Related articles - Sharing a profile - Creating a new profile

6. Profile Billing Details and authorized hours

Use Profile → Billing Details when your organization has Scheduling, EVV, or both. Managers edit these fields; other roles may see read-only totals. Fields save automatically. This tab is separate from your organization's subscription billing (Stripe). It is per profile — codes and limits for that person's scheduled work, timesheets, and EVV visits. Service codes and Client ID 1. Create codes under Scheduling or EVV → Service Codes. See Configuring service codes for Scheduling. 2. On Billing Details, select Medical/Service Codes for this profile. 3. Enter Client ID if your payer or export needs it. It appears on hours exports and EVV files. Assigned codes also control which services appear when you schedule shifts for this profile. A service code is a billable service type your organization defines on Service Codes (for example Personal care or Community access). Staff choose a code when they clock time or start an EVV visit. On Billing Details, each code you assign to the profile can have its own monthly hour or mileage limit. Monthly caps — Scheduling only vs EVV Scheduling without EVV - Authorized Hours Each Month — one cap for the whole profile (Hours Available). Clocked time (timesheets) counts against it each calendar month. - Hours Tracked — progress bar for the current month (resets on the first of the month). - With multiple codes assigned, you can also set Hours by Service Code — a separate monthly cap per code. EVV on the plan (with or without Scheduling) - Under each assigned code on Billing Details, set Hours Available and (for mileage codes) Mileage Available. Finished visits for that code count only against that code's bar — not against a single total for the whole profile. - Low Billing Limits Alert — optional notice when a code has fewer than 20 billable hours or 50 billable miles left in the month. - Block EVVs When Limit Exceeded — optional. When on, staff and guests cannot start a new EVV visit if that code’s monthly hours or mileage cap is used up. Managers are not blocked. When EVV is on, BEHCA does not show the single profile-wide Authorized Hours Each Month field. Use per-code caps instead. Where caps show up elsewhere - Team Billing — By client compares worked time this month to these caps (Client utilization). See Hours worked and billing summary. - Team Schedule — published hours for the week can trigger Authorized-hours under Needs attention when scheduling is close to the monthly cap. See Reviewing Team Schedule and conflicts. If profile-wide Authorized Hours is zero on a scheduling-only plan, BEHCA can use the sum of per-code Hours Available values when checking the schedule. Common questions - I don't see Billing Details. — Your plan may not include Scheduling or EVV, or you are not a Manager. - Where do I create service codes? — Service Codes under Scheduling or EVV, not on the profile tab itself. Related articles - Editing profile details - Creating a new profile - Configuring service codes for Scheduling - What EVV is and when you need it